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Executive Assistant in Alexandria, VA at Staffing Now

Date Posted: 2/11/2020

Job Snapshot

Job Description

JOB DESCRIPTION: EXECUTIVE ASSISTANT


Standard Performance Measures that are critical for an employee to succeed in this position include:

  • Professional/Engaged/Courteous Behavior
  • Knowledge of Job Responsibilities
  • Management/Organization of Assigned Tasks/Responsibilities
  • Quality/Accuracy of Work
  • Meeting Deadlines
  • Dependability
  • Taking Initiative
  • Engaging in Open/Honest Communication
  • Flexibility
  • Punctuality


ADMINISTRATIVE OFFICE RESPONSIBILITIES
PHONE CALLS:

  • Answer all incoming phone calls on main line and direct line
    • Assist with inquiries as able
    • Transfer calls to staff as caller request or for further assistance
  • Maintain company voicemail message system (change greeting for staff meetings, holidays, etc.).


MAIL AND SHIPPING:

  • Receive, date stamp, and distribute incoming mail and packages.
  • Coordinate all shipping and serve as a contact for related vendors (UPS, FedEx, USPS).
  • Notify all mail services of extended office closures (Board meetings; conference; week between Christmas and New Years).
  • Monitor and refill postage machine; update machine with postage increases and post new rate sheets by meter.


GUESTS AND SOLICITORS:

  • Greet guests, offer beverage and area to wait, notify staff of guest's arrival.
  • Greet solicitors, obtain business card, and only at that time answer questions with discretion.


OFFICE EQUIPMENT AND SUPPLIES:

  • Maintain all office equipment per service agreements and resolve equipment breakdowns (phones, printers, copiers, fax machines, postage machine, bottled water coolers, kitchen appliances, typewriter, cell phones). Keep staff informed on progress of problem resolution.
  • Serve as backup contact person for off-site information technology vendor and primary trouble shooter for computer network. Monitor monthly service visits to ensure vendor meets with staff as requested.
  • Maintain inventory and working order of floater laptops; LCD projectors; portable printer; and badge makers.
  • Maintain office supply inventory and place orders on a bi-weekly basis, or sooner, if required (office products; ink cartridges; copier paper; mailing envelopes for overnight services; stationary and business cards; kitchen supplies).
  • Monitor bottled water deliveries; alter delivery amounts if required; alert if office is to be closed on delivery dates.


OFFICE MAINTENANCE:

  • Daily tasks AM:
    • Turn reception area lights on
    • Switch tape in emergency computer backup system
  • Daily tasks PM:
    • Turn reception area and conference room lights off
    • Turn coffee machine off
    • Refresh kitchen supplies (coffee items; snacks; bottled water in refrigerator; paper products)
    • Wipe down counters with sanitary wipe; run dishwasher when full (about every 2 weeks)
    • Check conference room and restock as required (3 boxes of tissue and 4 bottles of water - mixed brands - around tissue box)
    • Restock paper in copier, printers, and fax machines
    • Shut off postage machine
    • Lock the front door
  • Review and maintain office surroundings to ensure a neat and organized professional office setting with special attention on the public areas (reception; conference rooms; kitchen; production room).
  • Main contact between Client and Management Company for building maintenance problems (elevators; security system; bathrooms; vending machines; light bulbs; office damage; kitchen appliances; etc.) Keep staff informed of progress on problem resolution.


ADMINISTRATIVE TASKS:

  • Receive and process e-mails sent to (member and consumer requests and questions).
  • Monthly - Distribute Time Allocation form to staff for completion.
  • Monthly - Send Outlook calendar acceptance email for monthly all staff meetings.
  • Monthly - Send email reminder to all staff 3 business days prior to the monthly all staff meeting.
  • Monitor Magnet Mail account and resolve problems; coordinate deletion of out-date documents and lists with staff; assist with mailings as requested.
  • Maintain and update Office Operations Manual ("Holy Grail") for staff reference.
  • Maintain office information forms:
    • Phone Extensions
    • Employee Contact Spreadsheet
    • Getting to Know Staff
    • Summer Hours Schedule
  • Circulate for signature, a birthday card for each staff person's birthday.
  • Coordinate, with President, the selection of holiday cards; preparation of mailing labels; set up and coordinate signing by all staff; mail.
  • Track receipt of holiday gifts; coordinate with President the preparation and distribution of thank you letters.
  • Decorate office reception area for the Christmas holiday.
  • Assist all staff with tasks and projects as requested.


RESPONSIBILITIES COORDINATED WITH: President/CEO

  • Duplication and distribution of financial reports to Executive Committee.
  • Duplication of Expense Reports to Board of Directors Treasurer.
  • Coordination of travel, schedule, conference calls, and appointments as requested.
  • Drafting of correspondence (memos, emails, faxes) as requested.
  • Assist with research and coordination of Staff training workshops as required.


RESPONSIBILITIES COORDINATED WITH: Chief Financial Officer

  • Process all checks received.
  • Process all credit card payments into system.
  • Prepare batch reports and make bank deposits.
  • Assist w/items for new employees (office/desk set-up, supplies, keys, building card, parking access if required, orientation to Office Operations Manual, email set-up, business cards, notepads if requested, training on office machines, etc.).


RESPONSIBILITIES COORDINATED WITH: Vice President of Communications

  • Monitor "Members Only" site for updates to minutes; rosters; committee information listings and alert/assist staff with appropriate updates.
  • Coordinate the collection, preparation, and distribution of materials for the Board Meeting Book to the most current/accurate list of Board and Committee members, and meeting attendees.
  • Coordinate the collection, preparation of, and distribution of the Annual Business Plan.


RESPONSIBILITIES COORDINATED WITH: Director of Conventions, Trade Shows and Meetings

  • Assist with the distribution of Magnet Mails for the marketing of meetings and dissemination of information.
  • Receive and process attendee and exhibitor registration forms and payments (data entry; filing of forms; email confirmations).
  • Respond to phone and email inquiries about meetings; distribute registration and exhibit materials as requested.
  • Create attendee badges; committee name plates; exhibitor name plates; attendee rosters; sign in log.
  • Duplication of onsite materials (agenda; rosters; welcome letter, etc.).
  • Maintain inventory of ribbons; coordinate ordering as required.
  • Maintain inventory of badge holders and lanyards.
  • Pack onsite office supplies per the Packing List; order supplies that are missing.
  • Prepare Staff Travel Grid; update Emergency Contacts document.
  • Coordination and inventory of boxes being shipped to meeting site.
  • Attend meetings and manage the registration desk where you will serve as the information point of contact for attendees.
  • Update the Committee Attendance spreadsheet after each Board meeting.
  • Assist with the research and planning of the Holiday Staff Party.
  • Assist with the research and planning of the Annual Staff Event.


RESPONSIBILITIES COORDINATED WITH: Manager of Membership Services

  • Manage annual Committee Sign-up process: coordinate invite letter from chairman; incorporate staff changes to committee descriptions; distribution of forms and information to members; receipt and keying of forms if not submitted electronically; distribute spreadsheet of volunteers to staff; update database records once final committees are formed.
  • Process membership dues payments; send confirmation and receipt for payment; scan application and payment documents and file in K Drive folder
  • Generate and mail membership certificates once a member is paid in full. Bottlers must also have passed their inspection.
  • Distribute Magnet Mails as requested.
  • Assist with database updates and additions.
  • Assist with the membership termination procedures via certified mail.
  • Duplicate membership applications and assemble packets for meetings and trade shows as requested..


Duration: 3 month contract